Exhibition Site Build
Displayworks will contact you direct and send you a link to useful information on their services offered, including:
Customised design & build booths
Panel colour change outs
Audio Visual equipment
Plants & Shrubs Signage and banners (traditional or digital)
In order to collate orders ready for delivery please ensure that all orders are received by Displayworks no later than 30 September 2015. If you have design & build requirements please ensure that all specifications are received by Displayworks no later than 21 September 2015.
Contact details: Nicola Ransome, email@example.com, Displayworks & Exhibition Hire Ltd, 027495 2827, www.displayworks.co.nz
All company representatives at your booth must be registered as an exhibitor. Exhibitor entitlement registration for two representatives who are staffing the exhibition booth is included in your booth price. On arrival at the venue, please your delegate packs will be waiting for you at your booth. If you wish to have additional personnel on your trade site, they must register. There is a special discounted rate of $295 for extra booth personnel which gives you access to all conference sessions.
Flooring: The venue floor is Poured Paddle Floated finish, and sealed hardened concrete.
Ceiling height: Signage can only go to a maximum of 4m for health & safety reasons.
Lighting & power: All booths come with 2 x 150 watt spotlights and 1 x 10 amp power point with 4 way multi box. If you require additional lighting or power for your booth this can be organised at your cost through Displayworks.
Furniture hire: Displayworks offer a complete service with everything delivered to your booth and collected after the event. If you require any custom furniture or additional equipment please view Displayworks online catalogue at www.displayworks.co.nz. Displayworks will contact you direct to assist with any requests for extra equipment hire services or design and build.
Walls: All booths are built with 2.2m high panels (do not construct your display higher than 2.2m). The panels are white octonorm.
Booth signs: Each booth comes with a company name sign which is produced by Displayworks. This sign is included in the cost of your booth. Should you require a custom made sign with your logo please order this direct from Displayworks.
Freight: It is the responsibility of the individual exhibitor to arrange the freight of all material to and from the venue, incurring all relevant charges (including GST and custom clearance charges). Any goods incurring charges will not be accepted by Vbase and will be held by the freight company and/or customers pending payment. This may cause you several days delay in clearance and receiving your goods.
Deliveries: Goods delivered to the Air Force Museum may be delivered one working day prior to the event. (If you need to arrange a delivery earlier than this please notify Irma on firstname.lastname@example.org as we will need to get special permission for you from the venue.) All goods delivered to the venue must have a delivery consignment note carefully filled out and attached to all items of freight. (Please use consignment note provided). Deliveries will not be accepted outside the agreed contract period.
Storage: Storage space is limited so it is important that exhibitors adhere to the allocated event times. There is no internal off-floor facilities to store display or packaging materials. Exhibitors are advised to make provision for the removal, to other premises, of all materials not required for their stand for the period of the event.
Customs Clearance: Should you be sending deliveries from overseas please ensure that you have familiarised yourself with New Zealand’s customs declaration procedures and have paid any relevant tax prior to ensure a prompt delivery to Wigram Air Force Museum. All deliveries that require customs clearance must be via a customs broker or freight forwarder. For further information please check the NZ Customs website: www.customs.govt.nz/importers/Commercial+Importers/Temporary+Imports.htm
Forklift: The venue has an on-site forklift. Use of the forklift is based on it being available and the presence of a licensed operator. If you require a dedicated forklift and driver please contact HiNZ at email@example.com at least 3 weeks prior to the event.
Trolleys: The venue has a limited number of courtesy trolleys available for use. Availability cannot be guaranteed therefore it is recommended you bring your own trolley and/or barrow to avoid delay.
Dismantling after Conference
The trade exhibition area closes at 4.30pm on Wednesday 21 October.
NOTE: Access to the loading area is through the plenary hall, which means exhibition booths are not able to be dismantled until after the plenary sessions finish at 4.30pm.
All exhibit materials need to be removed from inside the venue by 5.30pm on Wednesday afternoon. Anything left inside the venue after this time will be deemed to be rubbish.
If you are using a freight company, please ensure they are aware of this deadline and arrange for your materials to be left in the loading dock pickup area, as directed by the venue.
Collections: Exhibitors are responsible for the removal of all their stand goods after the event and they must be collected within one working day after the event. Please ensure you have arranged a courier to pick up your freight and have provided them with the relevant delivery and contact details. VBase does not provide packing materials so please be prepared to repackage your own goods. All goods must be clearly marked with the following information: Name of Company; Contact Name; Physical Address; Contact Phone Number; Number of Boxes: i.e. 1 of 10; Name of Courier Company that is collecting the boxes; Contact Phone Number; Order number. All items left behind for collection by couriers must be clearly labelled and left in the pickup area, as directed by the venue. HINZ and the venue take no responsibility for goods left at the venue after the conference. All items left at the venue after 24 hours will be deemed abandoned and the venue may dispose of these and on-charge the cost to the exhibitor.
If you have any other questions please contact Carole on firstname.lastname@example.org
Thank you for being part of this important health industry event. We very much appreciate your support and look forward to welcoming you the 2015 HiNZ Conference at Wigram Air Force Museum.